Public Records Request

Policy Summary

In compliance with Ohio Revised Code § 149.43 and the Ohio Sunshine Laws, the City of Shaker Heights allows for prompt inspection of its public records or provides copies of its public records within a reasonable period of time.

Record Definition

A record is any item that:

  • Contains information stored on a fixed medium (such as paper, computer, film, etc.)
  • Documents the organization, functions, policies, decisions, procedures, operations or other activities of the City government
  • Is created, received, or sent under the jurisdiction of the City’s municipal government

Confidential Records

Some records may be confidential and exempt from disclosure. Whether a record is exempt from disclosure depends on federal, state, and local laws and policies. If a public record has information that is exempt from disclosure, the City will provide all other non-exempt information.

Public Records Requests

Public records are available for inspection during regular business hours. Please contact the Public Records Manager for the City department that most likely retains your particular record. If you are unsure who to initially contact, you may contact the City’s Law Department. Before inspecting or requesting copies of the City’s public records, determine if the records are already available for review on our website.

Requests for public records are not required to be in writing. You may call, email, come in person, write a letter and send it through regular mail, or fill out the online Public Records Request Form.

Please note, a specific description of the record requested, and in particular a specific request and description in writing, does facilitate record production and ultimately saves time for the requester. If an ambiguous or overly broad request is made, the City may deny the request but shall provide the requester an opportunity to revise it by informing the requester of the manner in which the records are maintained and accessed by others.

Cost

Although the City may not charge a person to inspect its records, it may charge for the actual costs associated with producing a copy of that record. The City may require prepayment of all costs. Copies are typically available on whatever medium on which they are stored as part of the City’s normal business operations. If requested, copies may be mailed by ordinary U.S. mail and reasonable costs may be assessed for postage and mailing supplies.

Police Records

Police Department public records may be requested by phone, in person or in writing. To make a request by phone, please call the Records Room, 216-491-1226, weekdays from 8 a.m. to 4:30 p.m. In person requests will be accepted at the Records Room, located in the Shaker Heights Police Department at 3355 Lee Road, weekdays from 8 a.m. to 4:30 p.m. Written requests can be:

  • Faxed to 216-491-1224
  • Mailed to:
    • Shaker Heights Police Department Records Room
      3355 Lee Road
      Shaker Heights, Ohio 44120
  • Submitted online

Some requests may take days to complete. The Records Room will notify requesters when the records are ready - be sure to include contact information. Please note that written requests often ensure accuracy.

There is no charge to review records in person or to receive records by email (if possible). View the Records Request form for information on photocopying charges. Payment is not required when submitting a request, but must be received prior to receiving the records.